The Workplace Visitor Policy sets guidelines for receiving visitors at company premises. It aims to ensure safety, prevent distractions, and protect company property. The policy covers personal visitors, contractors, vendors, and other types of visitors, detailing their access rights, responsibilities, and expected behavior.
This Workplace Visitor Policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies. The Workplace Visitor Policy may also be referred to as a Company Visitor Policy.
The workplace visitor policy should include:
Our Workplace Visitors policy outlines our rules for receiving visitors at our premises. We want to ensure that visitors will not:
This policy applies to all employees. “Workplace visitors” may refer to employees’ friends and family (referred to as personal visitors) contractors, external vendors, stakeholders and the public.
This policy does not refer to remote employees or employees from other company locations. To ensure safety at work, employees who are on parental leave may enter our premises with visitor passes.
The following rules apply for all kinds of visitors:
Visitors are allowed during working hours. After-hours visitors must have written authorization from [HR/management.]
As a general rule, employees may not allow access to our buildings to unauthorized personal visitors. We can make exceptions on a case-by-case basis. Employees may bring visitors to company events or after obtaining authorization from [HR/ Security Officer/ Office manager.] To avoid confusion or misunderstanding, authorization should be in writing. [HR/ Security Officer/ Office manager] may also give verbal authorization, when appropriate, but must also inform reception and security guards.
Common areas, like lobbies, may be open to visitors. We advise our employees to only permit visitors in those areas for a short time and for specific reasons. Employees are responsible for accompanying any of their underage visitors at all times.
Contractors, suppliers and service vendors, like IT technicians and plumbers, can enter our premises only to complete their job duties. Front-desk employees are responsible for providing contractors and vendors with badges and for instructing them to wear those badges at all times on our premises.
Our company may occasionally accept the following types of visitors:
Those visitors should receive written authorization from HR or management before entering our premises. They should always be accompanied by an employee while on company property.
In accordance with our non-solicitation policy, visitors must not try to proselytize employees, gather donations or request participation in activities while on our premises. Any visitors who violate this policy may be escorted out.
Anyone who delivers orders, mail or packages for employees should remain at the building’s reception or gate. [Front office employees/ security guards] are responsible for notifying the employee who expects the delivery. If that employee is unable to receive their order, front office employees may accept the order on the employee’s behalf upon request.
Front-office personnel must sign for and disseminate all business orders and mail.
Large deliveries (e.g. supplies) should be delivered to designated spaces (e.g. warehouses.) Security guards should check appropriate documents, like bills of lading, before allowing access to delivery vehicles.
Employees may not bring or accept visitors in areas where there are dangerous machines or chemicals, confidential records or sensitive equipment.
Representatives of regulatory bodies and stakeholders (e.g. investors) may be exempted, if they have received official authorization from [HR/ Security Officer/ Office manager.] In these cases, employees should provide visitors with the necessary badges and protective equipment to enter premises when needed.
Security staff who spot unauthorized visitors may ask them to leave. Visitors who misbehave (e.g. engage in hate speech, cause disruption or steal property) will be asked to leave and prosecuted if appropriate.
Employees who spot unauthorized visitors may refer them to [security/office manager.]
Employees who violate this policy may face disciplinary consequences in proportion to their violation. HR will determine how serious an employee’s offense is and take the appropriate action:
| Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy. |
What is an example of a workplace visitor policy? A workplace visitor policy outlines the rules and procedures for allowing visitors into company premises. It specifies sign-in processes, areas of access, and expected behavior to ensure safety and minimize disruptions. Why is a workplace visitor policy important? The policy ensures the safety of both employees and visitors, protects company property, and maintains a professional environment. It provides clarity on visitor access rights and helps prevent potential security breaches. What should a workplace visitor policy include? It should detail the sign-in process, guidelines for different types of visitors (e.g., personal, contractors), areas they can access, and expected behavior. The policy should also address unauthorized visitors and potential disciplinary actions. How are deliveries managed within the company? Deliveries should remain at the building's reception. Front-office personnel notify the expecting employee and may sign for business orders. Large deliveries go to designated spaces after document checks. What happens with unauthorized visitors? Security staff can ask unauthorized visitors to leave. Misbehaving visitors may face prosecution. Employees spotting unauthorized visitors should refer them to security or office management.
